Facility Booking Coordinator in Peterborough

Responsible for the coordination of bookings and permitting for municipal sport, recreation, and community facilities, including leagues, tournaments, and special events. Act as the primary liaison with community groups, minor sport organizations, and event organizers, providing guidance and support to ensure applications, insurance requirements, and operational practices comply with City policies and standards. Exercises independent judgment in facilitating access to municipal facilities while maintaining high standards of customer service and operational integrity.

Key Responsibilities:

• Review all user group permits scheduled in multi-use complexes, and coordinate activities to ensure bookings do not conflict.
• Provide solutions to potential conflicts and work with stakeholders to ensure needs are met.
• Identify maintenance requirements for municipal facilities based on feedback from user groups, and prepare and submit maintenance work orders.
• Assist in the preparation of service area budgets by providing financial data from facility operations upon request.
• Act as the primary contact for sports league permits, coordinating between facility booking/permitting and the Facility Operations Team.
• Ensure timely communication of essential information to front-line and operations staff.
• Lead communication processes related to facility bookings and permitting services.
• Assist with the preparation of statistics, policies, and reports by collecting relevant data.
• Assist in reviewing and updating policies to ensure compliance with municipal regulations.
• Prepare clear, accurate, and timely reports for internal and external stakeholders.
• Support division operations by evaluating trends, identifying issues, and making recommendations.
• Maintain records and reports in accordance with municipal standards.
• Responsible for accounts receivable processes, including reconciliation of preauthorized payment plans and collection of overdue fees.
• In the absence of the Facility Booking Assistant, maintain accounts payable processes for the facility booking team.
• Respond to customer service inquiries and accept in-person payment through recreation software during office hours.
• Develop, implement, and oversee facility booking contracts and agreements.
• Manage facility inquiries and bookings in the Recreation Software System.
• Provide guidance and options to users throughout the permitting process.
• Serve as a key point of contact for facility users, balancing operational needs with customer satisfaction.
• Prioritise applications regarding facility inquiries as it relates to the implementation and data entry of facility bookings.
• Provide ongoing guidance and support to CSRs, including answering questions and resolving complex customer issues.
• Support the division in the coordination of communication resources related to sport permitting.
• Participate in various divisional staff meetings and provide support to the Recreation Administrative Services Coordinator.
• Serve as a research resource for facility projects.
• Serve as a resource for annual sport user group meetings.
• Serve as the primary liaison for major sports organizations, leagues, community groups, and other users of municipal facilities.
• Manage bookings to ensure critical timelines and allocations are met.
• Evaluate annual league allocations and recommend adjustments based on actual usage.
• Communicate with event organizers regarding insurance requirements.
• Effectively resolve public concerns regarding recreation facilities.

Education and Experience:

Requires a Community College Diploma in Recreation or equivalent, with up to 3 years of previous and on-the-job experience in facility booking, insurance, and recreation software. Must have excellent communication skills (verbal, written, presentation), strong organizational and administrative abilities, and proficiency in Microsoft Office (Excel, Outlook, Word). Program and facility responsibilities may require irregular work hours.

Compensation: Cupe 126 - Job Class 9 $73,109.40

Hours of Work and Location: Flexibility regarding work schedule including evenings, weekends, and holidays.

Accommodation Needs and Protection of Privacy: The City of Peterborough is an organization that strives to embrace the spirit of inclusion, diversity, equity, and accessibility. We are an equal opportunity employer committed to building an inclusive and barrier-free environment. If contacted for an employment opportunity, please advise People and Culture if you require an accommodation. The personal information submitted for employment is collected under the Freedom of Information and Protection of Privacy Act and will be used to determine eligibility for employment. We thank you for your application but advise that only those selected for an interview will be contacted.